Executive Assistant - Real Estate Investing (Job ID: FREJAZ1EA)

🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant - Real Estate Investing! 🌟

Are you an ownership-minded operational partner with real estate experience who excels at project coordination, CRM data management, and proactive seller outreach? We are seeking a full-time Executive Assistant based in the Philippines, LATAM, or South Africa to support the founder of a growing Florida and Illinois-focused residential real estate investment firm!

🚨 IMPORTANT - Watch this quick Loom video on how to get hired: 🔗 https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

🗣️ C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift. 🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

📋 Job Details at a Glance

• Job Title: Executive Assistant - Real Estate Investing

• Job ID: FREJAZ1EA

• Industry: Residential Real Estate Investment (Foreclosures & Pre-Foreclosures)

• Location: Philippines / LATAM / South Africa

• Job Status: Full Time

• Work Schedule: Monday to Friday, 9:00 AM to 6:00 PM / 10:00 AM to 7:00 PM (Central Time)

• Salary: $1,800 – $2,000 USD / month 💰

• Target Start Date: ASAP 🚀

🏢 About the Client

Our client is a residential real estate investment firm specializing in acquiring, renovating, and reselling homes, with a primary focus on foreclosures and pre-foreclosures in Florida and Illinois. The firm holds a portfolio of leased residential properties and manages an active deal pipeline through a proprietary lead-tracking system. To allow the founder to focus on high-value deal evaluation and closing, leadership is bringing on a dedicated Executive Assistant to manage administrative workflows, vendor coordination, and initial seller outreach.

💼 About the Role

Following a management-by-exception model, you will independently manage recurring administrative, project coordination, and lead management operations. You will ensure administrative records are accurate, project renovation schedules stay on track, skip-tracing and seller outreach are executed systematically, and prospective sellers are prepared for owner review.

🎯 Key Responsibilities

• 💼 Executive & Administrative Operations: Manage recurring administrative tasks, scheduling, action items, email triage, and document control; keep project and acquisition files organized.

• 🏗️ Project Administration & Coordination: Coordinate with Project Managers, contractors, and vendors to gather estimates, invoices, and schedules; monitor updates against 60-day completion targets and budget exceptions.

• 🗂️ Lead & Pipeline Management: Maintain complete, structured records in the company’s lead-tracking system (status, source, next actions, follow-up dates).

• 📞 Pre-Foreclosure Outreach & Specialist Handoff: Serve as the primary initial contact for homeowners in foreclosure situations; conduct respectful outreach to evaluate interest and schedule appointments for the owner (appointment setting, not closing).

• 🔍 Skip Tracing & Activity Tracking: Track down owner contact info, maintain follow-up discipline, and submit daily updates alongside a comprehensive weekly Executive Operations Report.

• 🤖 Process Improvement & AI Integration: Utilize AI productivity tools (Claude) to streamline drafting, data organization, and process documentation into SOPs.

• 📱 Social Media Support: Provide secondary support for social media content creation as assigned.

✅ Qualifications & Skills

⭐ Core Requirements:

• Real Estate Experience: Prior experience in residential real estate—particularly with foreclosures, pre-foreclosures, renovation projects, or investment transactions—is strongly preferred.

• Phone Outreach Confidence: Demonstrated comfort, effectiveness, and confidence making proactive, natural-sounding calls to potential property sellers.

• CRM & Data Management: Hands-on experience with CRM systems, databases, or spreadsheets, with acute attention to detail regarding missing or inconsistent data.

• AI Tool Proficiency: Demonstrated experience using AI productivity tools (such as Claude) for content drafting, data organization, and SOP creation.

• Communication & Accountability: Exceptional written and verbal English communication; ability to operate independently under a management-by-exception model and take ownership of deadlines.

🛠️ Tech Stack Used:

• Custom Spreadsheet / Database / CRM Dashboard, Microsoft 365 / Outlook, AI Productivity Tools (Claude), Phone/Dialer Services & Skip-Tracing Tools, Real Estate Research Platforms.

🗓️ First 30-Day Success Milestones

• Week 1 (Learn & Establish Baselines): Master company operations, project structures, acquisition criteria, and reporting standards under supervised execution.

• Week 2 (Execute With Review): Perform recurring administrative, project, and acquisition responsibilities with management review.

• Week 3 (Assume Routine Ownership): Independently perform established recurring processes, flag exceptions, and improve follow-up discipline.

• Week 4 / Day 30 Objective (Demonstrate Control): Independently execute assigned recurring processes, prepare executive reports, and measurably reduce the owner’s administrative workload.

🚀 Submit your application today and take the first step toward your next great opportunity!

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